BARBARA ANN RUIZ
New York
Summary
Proactive Operations and Executive Support professional with a strong track record in leadership and administrative functions. Streamlines processes, manages competing priorities, and ensures confidentiality while effectively supporting leadership. Adapts quickly to new environments and systems, driving efficient day-to-day operations.
Overview
26
26
years of professional experience
Work History
High School Parent Partner (Part-time)
School in the Square High School
New York
10.2025 - Current
- Served as a consistent support and leadership presence for students, helping them navigate academic expectations and day‑to‑day challenges within the school environment.
- Advocated for students by identifying concerns early and working collaboratively with teachers and school leadership to ensure appropriate support and follow‑through.
- Supported English Language Learners by breaking down coursework, reinforcing lessons, and helping students build confidence using English in academic settings.
- Collaborated closely with the principal and teaching staff, sharing observations and contributing to plans that supported students’ academic progress and behavior.
- Maintained a calm, structured presence in classrooms and shared spaces, using sound judgment to help create a safe and respectful learning environment.
- Handled sensitive situations with patience and professionalism, using de‑escalation and problem‑solving skills to support students and maintain a positive school climate.
Executive Assistant
Columbia University Irving Medical Center
New York
06.2022 - 06.2025
- Trusted operational partner to 8 senior executives, proactively managing complex calendars, high‑stakes meetings, and executive logistics to ensure leaders stayed focused on strategic priorities.
- Owned end‑to‑end executive operations, serving as the central liaison between leadership, internal teams, and external stakeholders to resolve sensitive issues quickly and keep decision‑making moving forward.
- Led cross‑departmental initiatives across HR, Facilities, and Strategic Communications, coordinating people, timelines, and deliverables to drive projects from planning through successful execution.
- Streamlined administrative and document management processes, reducing operational friction, improving information flow, and eliminating recurring bottlenecks in executive workflows.
- Oversaw leadership‑level talent acquisition logistics, coordinating interview schedules, documentation, and communication for executive search committees with discretion and precision.
- Handled highly confidential HR, financial, and strategic materials, earning executive trust through sound judgment, professionalism, and consistent confidentiality.
- Anticipated and resolved high‑priority issues before escalation, acting with calm authority in fast‑moving environments and safeguarding continuity of executive operations.
Administrative Coordinator/Executive Assistant
Columbia University Irving Medical Center
New York
06.2012 - 06.2022
- Provided high‑trust administrative support to directors, project managers, and AVP/SVP leadership, consistently meeting demanding deadlines while adapting quickly to shifting priorities and incomplete information.
- Owned day‑to‑day financial and procurement operations, processing invoices, expense reports, purchase orders, and payment transactions with accuracy, accountability, and adherence to university accounting standards.
- Maintained detailed records of inventory, equipment, and services, ensuring purchasing transparency and supporting leadership with reliable data for operational decisions.
- Built and sustained the department’s operational backbone, coordinating staff trainings, managing office resources, and overseeing equipment maintenance to keep teams productive and uninterrupted.
- Designed and implemented an electronic filing and archiving system, organizing project documents and technical drawings to improve access for internal teams and external vendors.
- Created and managed a SharePoint‑based internal training hub for project managers, developing templates, forms, and standardized resources that supported onboarding and consistency across initiatives.
- Served as a hands‑on problem solver for technology and operations, triaging hardware, software, and mobile device issues and acting as liaison between IT, Telecom, and end users to resolve escalations efficiently.
- Handled sensitive employee and vendor issues with sound judgment and discretion, earning trust through calm issue resolution, policy adherence, and professional ownership.
Administrative Assistant
Columbia University Irving Medical Center
New York
11.2001 - 06.2012
- Became the operational anchor for a complex, fast‑moving department, coordinating schedules, meetings, trainings, and events while balancing long‑term planning with urgent, high‑priority needs.
- Progressively entrusted with supporting senior leadership, evolving from project‑level and director support to serving as a trusted partner to executive leadership through consistent delivery, discretion, and sound judgment.
- Strengthened communication flow across leadership, project teams, and external partners, ensuring clarity, follow‑through, and timely resolution of issues involving vendors, contractors, and professional services.
- Built structure and continuity into administrative operations, introducing standardized templates, tracking tools, and electronic filing systems that improved visibility, compliance, and ease of access over time.
- Assumed increasing ownership of financial and operational processes, supporting purchasing, time tracking, expense coordination, and record accuracy in alignment with university standards.
- Served as a hands‑on problem solver, addressing operational and technology issues, coordinating with IT and service teams, and resolving disruptions before they impacted leadership or project timelines.
- Earned a reputation for reliability under pressure, handling sensitive information, competing priorities, and escalations with professionalism and calm, enabling leadership to stay focused on strategic work.
Administrative Assistant
Structure Tone, Inc.
New York
11.1999 - 11.2001
- Supported executive leadership and project teams in a deadline‑driven environment, coordinating schedules, documentation, and priorities during bid preparation and active project execution.
- Provided operational and administrative support across multiple concurrent initiatives, helping improve response time, internal coordination, and day‑to‑day execution.
- Introduced structure to workflows and documentation, streamlining travel, conference logistics, and project materials to improve turnaround and reliability.
- Handled complex logistics and business travel planning, supporting staff and leadership while ensuring alignment with company guidelines.
- Developed tracking tools for time, budgets, and project support, improving accuracy, visibility, and accountability through well‑designed spreadsheets.
- Supported client and vendor communication, helping resolve coordination issues and maintain productive working relationships.
- Coordinated meetings and events end‑to‑end, including planning, setup, and on‑site support to ensure smooth execution and participant satisfaction.
Education
A.A. - Liberal Arts
Bronx Community College
Bronx, NY01-2007
Speech Pathology
Lehman College
Bronx, NY01-2008
Skills
- Project Management
- Operations Management
- Budgeting
- Process Improvement
- Calendar Management
- Travel Coordination
- Vendor Management
- Stakeholder Management
- Data Analysis
- Compliance
- Microsoft 365
- Google Workspace
Key Accomplishments
- Cut administrative turnaround time by 30% by simplifying communication and introducing clearer, more practical workflows across teams.
- Led a multi‑year equipment procurement project (2019–2022) for wide‑format and color multi‑function devices, navigating major disruptions—including COVID delays and a factory fire—while still delivering on time and within budget. Worked closely with Finance and Purchasing to secure competitive pricing, maintain compliance, and oversee the project from planning through rollout.
- Anticipated operational risk during the pandemic and helped design a SharePoint‑based document management system to keep work moving. Guided implementation and adoption, enabling secure file sharing, remote access, and real‑time collaboration—now the department’s central hub for hybrid teamwork.
Affiliations
Volunteer – High School English Language Learner Support
Timeline
High School Parent Partner (Part-time)
School in the Square High School
10.2025 - Current
Executive Assistant
Columbia University Irving Medical Center
06.2022 - 06.2025
Administrative Coordinator/Executive Assistant
Columbia University Irving Medical Center
06.2012 - 06.2022
Administrative Assistant
Columbia University Irving Medical Center
11.2001 - 06.2012
Administrative Assistant
Structure Tone, Inc.
11.1999 - 11.2001
A.A. - Liberal Arts
Bronx Community College
Speech Pathology
Lehman College